OFFICE ADMINISTRATION
Prepared by: Jenilyn A. Magbanua, LPT
LEARNING OBJECTIVES…
At the end of the discussion,
learners must be able to:
1. define office administration;
2. enumerate some of typical
administrator duties;
3. and reflect the importance of
office administrators in an
organization.
WHAT IS OFFICE ADMINISTRATION?
is a set of day-to-day activities that are related
to financial planning, record keeping & billing,
personnel, physical distribution and logistics,
within an organization.
An employee that undertakes these activities is
commonly called an office administrator.
OFFICE ADMINISTRATION
Office
administrators play a critical role in
making sure office activities run smoothly
by handling a variety of organization and
communication duties.
Tobecome an office administrator, you
must be highly organized and comfortable
communicating with people at all levels
including senior executives.
WHAT DOES AN OFFICE ADMINISTRATOR DO?
An office administrator
is responsible for several day-to-day activities
within an office environment including
answering/making phone calls, maintaining filing
systems, overseeing appointment setting and
schedules, organizing company events, data entry
and a variety of front office reception tasks.
WHAT DOES AN OFFICE ADMINISTRATOR DO?
Additional
tasks
include:
1. Greet or assist
visitors, guests,
or customers and
direct them to the
appropriate
offices.
WHAT DOES AN OFFICE ADMINISTRATOR DO?
2. Conduct clerical duties, including filing,
answering phone calls, responding to emails
and preparing documents.
WHAT DOES AN OFFICE ADMINISTRATOR DO?
3. Coordinate project deliverables.
Project deliverables are
the output of a team to
guide towards the
successful completion of
that project.
They can be anything from
an end product, a
process, an outcome, or
they can also refer to the
tasks within
a project management
plan.
WHAT DOES AN OFFICE ADMINISTRATOR DO?
4. Perform accounting tasks, including invoicing
and budget tracking.
WHAT DOES AN OFFICE ADMINISTRATOR DO?
5. Schedule meetings and travel arrangements for
the members of the company.
WHAT DOES AN OFFICE ADMINISTRATOR DO?
6. Provide administrative support for operations
team and monitor the production staff.
OFFICE ADMINISTRATION
The role of administrator involves a great deal of
multitasking.
OFFICE ADMINISTRATION
You will work with teams, oversee the operations
within your company, manage groups, coordinate
with management and engage in planning
according to the needs of your company.
OFFICE ADMINISTRATION
Ifthere are office resource or administrative
issues, you will be the person expected to deal
with them.
OFFICE ADMINISTRATION
What Else Do We Need To Know?
Your work will take place in an office and you
can expect to work 40+ hours a week.
However, there are a number of organizations
looking for part-time administrators too
and one of the real perks of the job is the ability
to maintain a healthy work/life balance.
OFFICE ADMINISTRATION
If you work in a large company, you will probably
have a clearly defined role.
In smaller companies, you may be expected to act
as a jack of all trades.
This means being in charge of human resources,
training functions and even accounting.
This would extend to tasks such as hiring, training
& assessing employees, procuring office supplies
and developing financial reports & budgets.
OFFICE ADMINISTRATION
The importance of an office administrator to an
organization is substantial due to the duties that
they are entrusted with,
therefore specialized training is required in order
for the employee to work efficiently and
productively, these being;
1. Payroll training that involves the responsibility
in ensuring that all employees receive their pay
slips on time.
2. To have good communication skills in order to
coordinate with other employees around the
organization.
OFFICE ADMINISTRATION
3. The ability of adapting to changing
environments and new technologies that
could be implemented.
e.g. New software installation.
4. Show good initiative.
5. To be able to work under pressure when
given a task that is of vital importance to
the organization.
ASSIGNMENT:
What are the different
types of job titles in
administration and
their functions.
SHORT QUIZ
1. Define Office Administration
in your own words. (5 pts.)
2. Enumeration:
Give at least 5 duties of an
office administrator. (5 pts)
3. Short Essay: (5pts)
Reflect and explain why
office administration is
important in an organization.
WHAT ARE THE DIFFERENT TYPES OF JOBS IN
ADMINISTRATION?
Here are some of the job titles that fall under the
administrator job:
1. Receptionist:
is an employee taking an
office or administrative
support position.
The work is usually
performed in a waiting
area such as a lobby or
front office desk of an
organization or
business.
WHAT ARE THE DIFFERENT TYPES OF JOBS IN
ADMINISTRATION?
You are the first face clients and employees are
likely to see each day so a friendly manner is
essential.
Your job includes reporting, data entry and
keeping track of visitors as well as answering
or making phone calls.
WHAT ARE THE DIFFERENT TYPES OF JOBS IN
ADMINISTRATION?
2. Admin Assistant: This is probably the
role you think about when someone tells
you they are an administrator.
It is deemed to be one of the less glamorous
roles within a company but admin
assistants are indispensible as they help
the company run smoothly.
It is a mid-level role that involves setting
up meetings, making travel
arrangements, sales support, accounting
and much more –
WHAT ARE THE DIFFERENT TYPES OF JOBS IN
ADMINISTRATION?
4. Office Manager: If you are promoted to office
manager, you will be in charge of bookkeeping,
logistics, maintenance and facility handling.
5. Executive/Personal Assistant: This is usually a
role in larger organizations and involves supporting
the company’s top executives.
In smaller companies you may be the CEO or
President’s assistant and will be trusted with
confidential information.
To get this far you often need up to 10 years’
experience in a major company –
WHAT ARE THE DIFFERENT TYPES OF JOBS IN
ADMINISTRATION?
6. Office Assistant: This is an entry level position
that requires good quality typing skills and data
entry but not on an advanced level. If you choose
this role, you may also play a supporting role to
the admin assistant or receptionist –
7. Record Officer: This is a specialised position
that assists in identifying, maintaining and
arranging the records of the company for risk
management and legal purposes. This role
requires a high degree of organisation as these
records need to be stored and easily retrieved.
OFFICE ADMINISTRATION
Here is a “quick” list of typical administrator
duties:
Management of office equipment
Maintaining a clean and enjoyable working
environment
Handling external or internal communication or
management systems
Managing clerical or other administrative staff
Organizing, arranging and coordinating
meetings
Sorting and distributing incoming and outgoing
post or mails
REFERENCES:
https://www.irishjobs.ie/careeradvice/administrator-job-
description/?fbclid=IwAR26GvYwwwxWAOK9CH9kB
DDx5u_YmduGzoCRRgWWc1NiIVpr-Ori1Ef9BEU
https://www.indeed.com/career-advice/what-does-an-
office-administrator-
do?fbclid=IwAR2iMwW4QldqNzG0Edn9n6RtT4K_TD
2E1HK8I2jtbF8oQE9BJuguOevfx1s
https://en.m.wikipedia.org/wiki/Office_administration?fb
clid=IwAR1kL1bmygl7JG4wNmD92Om3FJn0pPKF9
BUJ_61kA_i-xKzVEqG6WqT3hQo
